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Build a Custom Report

[For Admins] Use brightwheel's unique Custom Reports feature to create your own reports with the data your program needs

Audrey avatar
Written by Audrey
Updated over 2 weeks ago

brightwheel's powerful Custom Reports allows administrators to pull data from different areas within your brightwheel account and gives you the flexibility to organize that data in a way that best meets the needs of your program. At this time only Administrators will be able to access Custom Reports.

From insight into the daily operations of your program to reports required by your licensing agency, Custom Reports allows you to include the information you need, organized in a way that works for you.

ℹ️ The Manager and Billing Only role will not have access to Custom Reports.


Getting started

Before building a Custom Report, it's important to know the data you need (e.g., total activities logged per room for the year). As you select parameters, data will appear in new columns that can be rearranged or removed.

Each parameter has a dropdown with data from categories like billing, schedules, attendance, activities, contacts, home rooms, staff, and student profiles. You can refine the report by filtering by total counts, date ranges, or keywords.


What data can a custom report include?

The Report Builder is a flexible tool that can meet a wide variety of reporting needs, offering several parameters to refine your results. You can choose from these parameters:

  • Data Source: Broad data categories like Attendance, Billing, Schedules, Profiles, and Activities.

  • Fields: Descriptive information like names, labels, categories, and types.

  • Numbers: Numerical values like student and room counts.

  • Date Range: Choose a time period (e.g., Day, Month, Quarter, Year).

  • Filters: Apply for granular filters (e.g., show only "Active" students).

Each parameter has a dropdown menu with additional data points to add.


Create a custom report

Follow the steps below to create a new report from scratch. If you don't wish to start from skratch, you can build off a pre-built report.

  1. Log into brightwheel on the web

  2. Click Reporting from the purple sidebar > Custom Reports

  3. Select the Data Source from the dropdown

  4. Under Fields and Numbers, click +Add to select additional data points

  5. Set the desired Date Range

  6. Optionally, apply additional filters (e.g., filter by "Student - Status" and type "Active" for active students)

  7. Reorder columns by dragging in the grid next to each parameter

  8. Click Export to download as a CSV

💡 Tips and tricks:

  • Use the Sort by filter at the top of a custom report to sort data in columns in ascending or descending order

  • The Filters parameter at the bottom of a Custom Report allows you to further narrow down your results. For example, if you are a multi-site admin, you can filter to only view results at a specific location by filtering by "School - Name," "equals," and typing school name to view select locations

🚩 If you select multiple fields that don't make sense together an error message may appear. Click X to remove any unrelated data points.


Customize a pre-built report

Looking for an easy way to get started with brightwheel's Custom Reports? Start with one of our Pre-Built Reports from the Custom Reports tab.

You can export student roster data, upcoming birthdays and activities! Once you click the desired report, you can further reconfigure and customize the parameters it to meet your needs.


Build a Custom Report for multiple locations

Multi-site Administrators wishing to run custom reports for multiple locations can click the Workspace tile in the bottom left corner of their account on the web. From there, click Organization > Custom Reports.


Save a Custom Report

After creating a Custom Report, you can save and edit the parameters you selected for later viewing.

  1. Log into brightwheel on the web

  2. Click Reporting > Custom Reports from the purple sidebar

  3. Build the report by selecting the desired parameters

  4. Click Save Report

  5. Add a report Name and optional Description

  6. Click Save

💡Saved reports are only viewable by the admin that created the report. To share report parameters with another administrator, copy and paste the URL to the report in the other user's brightwheel account.

Edit or delete saved reports

You can edit or delete saved reports as needed.

  1. Log into brightwheel on the web

  2. Click Reporting > Custom Reports from the purple sidebar

  3. Select the Saved Reports tab

  4. Click the name of the desired report

    1. To update a saved report, click Save Report > Save

    2. To save as a new report, click Save Report > Save as, then name and describe it

    3. Optionally, click the trashcan icon to delete a report


Custom Report examples

If you're unsure how to leverage the Custom Report to pull the data you need, below we've listed key fields and examples for pulling data. While this not an exhaustive list, it can help you get started using this powerful tool!

Activity data

Standard activity data such as activity type, name and dates are available, in addition to other key fields:

  • Date an activity was edited,or updated

  • Total activity count

  • Total student count

  • Activity notes

  • Activity day of the week

Below are examples of customized activity reports:

  • How many total incidents were logged last year

  • How many activities did staff log on Monday

  • Which incident activity notes contained the word "Injury"

Attendance data

Standard attendance data such as check-in/out times and dates are available, in addition to other key fields:

  • Total count of check-in/out & absences logged

  • Total attendance hours

  • Absent reasons

Below are examples of customized attendance data programs can pull within a specific date & time range (E.g. Hour, Day, Month, Quarter, Year):

  • How many students were absent for a specific reason

  • How many hours was a student present

  • How many students were marked absent

  • Which students were checked in for greater than, less than, or equal to __ hours

Student profile data

The same data included in the premade Roster Export and a few other reports can be pulled in a Custom Report, in addition to other key fields:

  • Age in month & years

  • Birth month & year

  • Immunization exempt status

  • Date a student profile was created

  • Total Student count

  • Names in alphabetical order

Below are examples of customized profile reports:

  • How many students are of a specific gender, ethnicity, race, age, etc.

  • Which students have birthdays each month

  • Total count of student who receive subsidies

  • Which students have siblings attending

  • Which students have a desired start date before January 1st


FAQs

Can I see attendance data before 2020 on a Custom Report?

Attendance data before 2020 will not populate on the Custom Reports. We recommend leveraging our Check-in Report to view prior records.

How often is data refreshed on Custom Reports?

Attendance and Schedule data is refreshed every hour for the past 60 days worth of data. This means recent edits, or additions won't immediately reflect in the report and data older than 60 days won't appear. Updates to activities and profile data are updated in real time.

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